SharePoint Instructions - Minnesota



Using SharePoint for Document SubmissionSetting up UsersEach agency has an agency secured folder in which they can manage department-specific user access through the existing active directory functionality (similar to email groups/lists) in place between agencies and MN.IT Services.Questions related to the use of SharePoint for submission of documents or to gain access to the SharePoint site should be directed to your executive budget officer (EBO) or Camille Drinkwine at 651-259-3772 or Camille.Drinkwine@state.mn.us. Narrative Templates All narrative templates can be found at the Budget SharePoint document submission site, () and on MMB’s website ().InstructionsOpening and saving a budget template from SharePointSelect your agency folder from the list of agencies on the left-hand side of the pageSelect the Biennial Budget FolderSelect the Files Tab on the SharePoint RibbonSelect New Document to display a list of budget narrative templatesSelect the template you wish to use. You may have to enable Macros and mark this document as a trusted document before making your changes. When you have completed your document, click the save icon to save your document. Naming conventions for the templates are as follows:TemplateFile Name when Saving the Document to SharePointAgency Profile2014 Agency ProfileProgram/Activity TemplateSWIFT Program/Activity Number_Name of Program or Activity By default, the path is to save it back to the same folder on your SharePoint site. If you want to save it to a different location, you can change it on the Save As screen just like you would with any other document.Uploading a Document to SharePointYou can also upload an agency profile or narrative saved on your computer to SharePoint. Select your agency from the menu on the left-hand side of the page.Select the Biennial Budget FolderSelect the Narratives FolderSelect the New Document buttonSelect the browse button to search your computer for the document you wish to upload to the SharePoint site. After selecting your document and selecting OK, SharePoint will bring you to the document properties menu. The Status column allows agencies to manage the workflow of their documents. Budget narratives will be in Agency preparation status, Agency Review status, or Agency Final status. Selecting Save will upload your document to the document library Changing Document Properties on Documents Already on the SharePoint SiteSelect the three dots to the right of the document you wish to edit. Select the three dots at the bottom of the window and select Edit Properties Once your changes have been made, select Save ................
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